If Time & Expense with ESS is set up so that employees look up charges for timesheets, expense sheets, and expense authorizations using direct access to a Costpoint database, you can use the Charge Favorites tab in the Employee Groups screen to specify a standard set of favorites for employees assigned to an employee group. If your system is not set up to provide direct lookups from Costpoint, the Charge Favorites tab is not available.
Favorites you set up in the Employee Groups screen appear for selection in the Charge Lookup dialog box when a timesheet, expense sheet, or expense authorization is being entered for an employee assigned to the employee group. They also appear on the Charge Favorites tab of the Employee Information screen for those employees.
Employees can also have favorites that are specifically for them. These are added either during the process of entering timesheets, expense reports, or expense authorizations, or on the Charge Favorites tab in the Employee Information screen. Employee-specific favorites can be edited or deleted, but favorites assigned to an employee through his or her employee group cannot be changed or removed except by removing them for the employee group as a whole in the Employee Groups screen. (Favorites assigned to an employee through his or her employee groups have the employee group ID in Group in the table on the Charge Favorites tab of the Employee Information screen.)
To add a new favorite for the employee group, click Add Favorite to open the Add Charge Favorite dialog box. To make changes to an existing favorite, select the check box at the beginning of the row for that favorite and click Edit Favorite to open the Edit Charge Favorite dialog box. Additions and changes take effect automatically for all employees assigned to the employee group.
Both the Add Charge Favorites dialog box and the Edit Charge Favorites dialog box contain the following:
Costpoint Company only appears if your system is configured for multicompany Costpoint and UDT06, UDT07, or both are being used. Select the Costpoint company name that you want to associate with the UDT06 or UDT07 for the charge favorite.
If you select None in Costpoint Company, you cannot specify a UDT06 or UDT07 for the favorite.
In the remaining fields, click the Lookup button to the right of each field and select the appropriate charge code for each. (If you know the charge code, you can also type it in the field.)
Based on the charge codes you select, Time & Expense with ESS displays a default description for the favorite in Override Description. If you want a different description, type it in Override Description in place of the default.
Select the Auto Load check box if you want the favorite to be selected automatically when employees create new timesheets.
If you later need to change this setting, you can do so using the check box in the Load column in the table on the Charge Favorites tab, as well as in the Edit Charge Favorite dialog box.
Select the Holiday check box if the favorite is for holiday time.
If you later need to change this setting, you can do so using the check box in the Holiday column in the table on the Charge Favorites tab, as well as in the Edit Charge Favorite dialog box.
Select the Leave check box if the favorite is for scheduled leave time.
If you later need to change this setting, you can do so using the check box in the Leave column in the table on the Charge Favorites tab, as well as in the Edit Charge Favorite dialog box.
If you are adding a new favorite, click OK to add the favorite to the list for the employee group and return to the Employee Groups screen.
If you are editing an existing favorite, click OK to confirm your changes and return to the Employee Groups screen.
Click Cancel to close the dialog box without adding or changing the favorite.
To remove a favorite from the list for the employee group, select the check box at the beginning of the row for that favorite and click Delete Favorite. Deletions take effect automatically for all employees assigned to the employee group.
